South Dakota Apostille Services — Birth, Marriage, Diplomas, FBI & Business

If you plan to use a South Dakota–issued document overseas, the receiving authority will almost certainly ask for anapostille (for Hague Convention countries) or, if the destination is not a Hague member, for a state authentication followed by consular legalization.This requirement arises for many common records: a birth certificate ormarriage certificate from the South Dakota Department of Health (Vital Records),a divorce decree certified by a Clerk of Courts,diplomas or transcripts from South Dakota State University (SDSU), the University of South Dakota (USD),South Dakota Mines, Augustana University, Black Hills State, Northern State, Dakota State, or Mount Marty,or a notarized power of attorney for a property closing abroad.The apostille is a one-page certificate that verifies the signature and official capacity of the South Dakota official or notary who signed your document,enabling it to be recognized internationally without extra embassy steps when the destination participates in the Hague Convention.

Although South Dakota is known for sweeping prairies, the Black Hills, precision agriculture, financial services, and a business-friendly environment,residents and companies are deeply connected to global education, trade, and immigration. Families apply for visas, students enroll in programs in Europe and Asia,manufacturers and ranchers expand export markets, and entrepreneurs open accounts or subsidiaries abroad. This comprehensive guide explainswho issues apostilles in South Dakota, which documents qualify, how to prepare each category correctly, realistic timelines, pitfalls to avoid,and when an expedited in-person filing is the smarter move than DIY mail-in.

Quick Answer

Authority: Apostilles and authentications for South Dakota documents are issued by the South Dakota Secretary of State — Notary & Apostille in Pierre.

Eligible Documents: Certified vital records (birth/marriage/death from the SD Department of Health – Vital Records;divorce decrees certified by the Clerk of Courts), court orders certified by the appropriate clerk,notarized documents (POAs, affidavits, consents), academic records (diplomas/transcripts with registrar certification or sealed packets),and business records (Articles, Certificates of Good Standing/Existence, and state-certified copies). Federal documents (e.g., FBI background checks)must be apostilled by the U.S. Department of State in Washington, D.C.

Turnaround: DIY mail-in often takes 4–6+ weeks. With complete readiness, in-person filing can produce same-day or 24-hour results.

Price: $145 per document, government fees included. Same-day scans included. U.S. shipping optional ($20 flat); international by quote.

What Is an Apostille?

An apostille is a one-page certificate created under the 1961 Hague Apostille Convention. It verifies the authenticity of an official’s signature/stamp and the capacity of the signer—for example, a state registrar, court clerk, university registrar, or notary public. The apostille does not judge the content of your document; instead, it certifies that the signer was legitimateand duly authorized in South Dakota when they signed or sealed the document.

If both the issuing jurisdiction (South Dakota/USA) and the destination country are Hague members, the apostille makes your document self-authenticating overseas—no embassy visit needed.For non-Hague destinations, your document follows a two-step path: (1) a South Dakota authentication by the Secretary of State and (2) consular legalization by thedestination country’s embassy/consulate in the U.S. The right route depends on where the document will be used and, sometimes, the preferences of a specific ministry or registry abroad.

Who Issues Apostilles in South Dakota?

The South Dakota Secretary of State in Pierre issues apostilles and authentications for documents originating in South Dakota. The most common categories include:

• Vital Records — Certified birth, death, and marriage certificates issued by the SD Department of Health — Vital Records.Divorce decrees are certified by the Clerk of Courts of the circuit where the judgment was entered.
• Court Records — Name-change orders, adoptions, guardianships, probate orders, criminal dispositions, and judgments certified by the appropriateClerk of Courts bearing the court seal and a certification page.
• Notarized Documents — Affidavits, powers of attorney, parental travel consents, translator affidavits, company authorizations, employment verifications, and other statements notarized by aSouth Dakota notary public. (South Dakota permits traditional notarization and authorized remote/online notarization—confirm acceptance with your destination.)
• Academic Records — Diplomas, transcripts, enrollment/degree verifications, and registrar letters from South Dakota State University (SDSU) (Brookings),University of South Dakota (USD) (Vermillion), South Dakota Mines (Rapid City), Augustana University (Sioux Falls),Black Hills State University (Spearfish), Northern State University (Aberdeen), Dakota State University (Madison), Mount Marty (Yankton),tribal colleges (e.g., Oglala Lakota College), and community/technical colleges. Registrar certification or sealed packets are typical.
• Business Records — Articles/Certificates of Incorporation or Organization, Certificates of Good Standing/Existence, and certified copies from theSD Secretary of State — Business Services; plus notarized corporate instruments (board resolutions, incumbency certificates, POAs) executed by officers or counsel as requested by the foreign recipient.

Federal documents—FBI background checks, IRS letters, USDA/FDA/USDC export certificates, and Social Security letters—must be apostilled by theU.S. Department of State (Washington, D.C.), not by South Dakota.

When Do You Need an Apostille?

South Dakotans most often need apostilles for the following scenarios:

• Immigration & Long-Stay Visas — Many European and Latin American destinations (Italy, Spain, Portugal, France, Mexico, Colombia, Brazil, Argentina, etc.)require apostilled vital records and a federally apostilled FBI report.
• Study Abroad & Professional Credentialing — Universities and licensing boards abroad request apostilled diplomas, transcripts, registrar letters,and sometimes notarized employment/licensure confirmations.
• Marriage Abroad — Civil registries commonly require apostilled birth/marriage records plus a notarized/apostilled single-status affidavit (“no impediment”).
• International Adoption — Dossiers typically include apostilled court orders, notarized medical/financial affidavits, and apostilled vital records.
• Dual Citizenship — Italian, Irish, Portuguese, Polish, and Spanish consulates frequently require multigenerational South Dakota records with apostilles and certified translations.
• Business & Banking Overseas — Foreign banks/registries may request apostilled Articles, Good Standing/Existence, and board resolutions to open accounts or qualify entities abroad.
• Property & Estates — Apostilled probate records, wills, and death certificates are used to administer estates or transfer property outside the U.S.
• Agriculture/Manufacturing/Financial Services — Export programs, distributor agreements, and global onboarding can require apostilled corporate authorizations and technical attestations.

DIY vs. Expedited Service

Factor	DIY Mail-In	Our Expedited Service
Timeline	4–6+ weeks; mail & backlog delays possible	Same-day/24-hour possible with readiness
Risk of Rejection	Higher — wrong copy, stale issuance, incomplete notary wording	Lower — expert pre-check, destination-specific guidance
Visibility	Limited once mailed; course correction is slow	Proactive updates; same-day scans for immediate use
Effort	You research, assemble, mail, and troubleshoot	We manage review, filing, monitoring, and delivery
Complexity	Consular legalizations & translation order on you	We handle Hague and non-Hague routes end-to-end
Best For	No deadlines; low-stakes uses	Fixed interviews, start dates, closings, admissions

Pricing & ETA

Document Readiness (Make It “Apostille-Ready”)

Fast results start with flawless paperwork. South Dakota will not apostille photocopies, uncertified vital records, or incomplete notary certificates.Use the standards below to avoid returns and re-queues.

Vital Records (Birth, Marriage, Death)

• Birth & Death: Obtain certified copies from the South Dakota Department of Health — Vital Records (state registrar) or authorized local issuing offices that provide state-registrar certificates.Photocopies/scans are not acceptable.
• Marriage: Request a certified marriage certificate from SD Vital Records (many records are on file statewide) or from the county Register of Deeds/issuing office as directed.Ensure the certification page and seal are present.
• Divorce: Order a certified decree from the Clerk of Courts in the circuit where the divorce was granted.Some recipients want the full decree; others accept a short form or abstract—ask before ordering.
• Freshness Window: If the foreign recipient requires issuance within 60–90 days, request fresh copies just before filing.
• Do Not Alter: Keep staples intact; do not laminate or highlight; avoid tabs/sticky notes that can damage seals.

Court Orders (Name Change, Adoption, Probate, Guardianship)

• Certified by Clerk: The order must bear the court’s seal and a certification by the Clerk of Courts (or appropriate division).
• Complete Packet: Include every page referenced by the certification. Removing staples can invalidate the certification.

Notarized Documents (POA, Affidavits, Consents)

• South Dakota Notary Required: The notarial act must be performed by a duly commissioned South Dakota notary public (traditional or state-authorized remote online notarization, if acceptable to your destination).
• Complete Certificate: Use a South Dakota acknowledgment or jurat with venue (State/County), date, printed notary name, signature, commission number/expiration, and stamp/embossing as applicable.
• Destination Wording: If the foreign authority requires specific notary text, present it to the notary to avoid re-notarization.

Academic Records (Diplomas, Transcripts)

• Registrar Certification: Ask your school to issue a registrar letter attesting to the authenticity of the attached diploma/transcript, or to prepare a sealed packet addressed to the SD Secretary of State.
• Sealed Envelopes: Do not open sealed registrar packets. The Secretary of State must break the seal; opened packets are usually rejected.
• Name Variations: If your name changed (marriage/adoption), gather connecting records (and apostille them as needed).

Business Records (Articles, Good Standing/Existence, Resolutions)

• State-Certified Copies: If a foreign bank/registry requests state certification, order certified copies or a Certificate of Good Standing/Existence from the SD Secretary of State — Business Services.
• Notarized Corporate Instruments: Resolutions, incumbency certificates, officer statements, and POAs should be notarized correctly in South Dakota if requested by the recipient.

Step-by-Step Process (South Dakota & Federal)

1. Identify the Issuer: Is your document state/local (South Dakota) or federal? SD documents go to the South Dakota Secretary of State; federal documents go to the U.S. Department of State.
2. Make It Ready: Gather certified vital/court copies, complete notary certificates, registrar letters, sealed packets, or state-certified corporate copies per category.
3. Choose the Route: Hague destination = apostille. Non-Hague = South Dakota authentication + consular legalization. Confirm the destination’s rules.
4. Submit: File in person (fastest) or by mail if timing allows. Include correct fees and a clear return/shipping instruction sheet.
5. Monitor & Correct: If the office flags an issue (e.g., wrong copy, incomplete notary block), respond immediately to avoid returns and new queues.
6. Delivery: Receive same-day scans for immediate use; originals ship domestically or internationally per your preference.

“In South Dakota, speed comes from readiness: the right copy, the right certification, the right route. When those align, apostilles move quickly.”

Document Playbooks

Birth Certificate Apostille

A certified South Dakota birth certificate is frequently required for visas, dual citizenship, study abroad, and marriage abroad.Order a certified copy from the Department of Health — Vital Records. Hague destinations accept a one-page apostille; non-Hague destinationsrequire a South Dakota authentication followed by consular legalization. If the recipient is strict about signer recognition, request a copy bearing a current state-registrar signature that is on file.

Common uses: Long-stay visas (Spain/Portugal/Italy), citizenship by descent (Italy/Ireland/Poland/Portugal), civil marriages abroad, university admissions, licensing.

Marriage Certificate Apostille

South Dakota marriage certificates may be obtained from SD Vital Records (with many records available statewide) or the local issuing office as instructed.Request a certified copy with the proper certification page and seal. Many destinations also require a single-status affidavit (notarized and apostilled).If there was a prior marriage, an apostilled divorce decree is often required to prove capacity to marry.

Divorce Decree Apostille

Obtain a certified copy from the Clerk of Courts for the circuit where the divorce was granted.Ask whether your recipient needs the complete decree or will accept a short form/abstract. For remarriage abroad, expect to present both the apostilled divorce decree and, after the new ceremony is recorded, an apostilled new marriage certificate.

Death Certificate Apostille

Apostilled death certificates are used for estates, insurance, and property transfers abroad. If letters testamentary/administration or probate orders are required,those items typically need their own apostilles. Confirm whether the foreign registry needs only the death certificate or a full probate packet.

Diploma & Transcript Apostille

Institutions such as SDSU, USD, South Dakota Mines, Augustana, Black Hills State, Northern State,Dakota State, and Mount Marty typically provide a registrar letter or a sealed packet for apostille.Do not open sealed envelopes; opened packets are usually rejected and must be reissued.

Notarized Documents (POA, Affidavits, Consents)

Ensure the notary block is South Dakota–compliant and complete. If your foreign authority provides specific wording, bring it to the notary.Common items: real-estate POAs, parental travel consents, translator affidavits, company authorization letters, employment confirmations, experience attestations for licensing, IP assignments, and banking declarations.

Corporate Documents

For foreign banking or corporate setup, expect requests for Articles/Certificates of Incorporation or Organization, a Certificate of Good Standing/Existence, and a board resolution granting signatory authority.Some banks insist on state-certified copies; others accept properly notarized officer statements (then apostilled). Always request the bank/registry’s exact checklist to avoid rework.

FBI Background Check (Federal)

The FBI background check is a federal document and must be apostilled by the U.S. Department of State in Washington, D.C. — not by the South Dakota Secretary of State.Many visa programs (Spain, Portugal, Colombia, Brazil) require this federal apostille alongside South Dakota apostilles for vital records.

Guide: How to Apostille an FBI Background Check.

South Dakota Use Cases & Scenarios

Immigration & Family Relocation

A family in Sioux Falls relocating to Lisbon may need apostilled birth certificates for the children (state-registrar copies), an apostilled marriage certificate from SD Vital Records,and federally apostilled FBI reports for both parents. Schools abroad might also request an apostilled enrollment letter or a notarized vaccination affidavit (then apostilled).Watch 60–90 day issuance windows.

Study & Work Abroad

A South Dakota Mines or SDSU graduate heading to Milan could be asked for an apostilled diploma and transcript, a notarized/apostilled scholarship letter, and a federally apostilled FBI check.Italy often requires certified translations—confirm whether to translate after apostille or to use a translator affidavit that itself is notarized and apostilled.

Marriage Abroad

A couple from Rapid City marrying in Florence or Tulum may need fresh apostilled birth certificates, an apostilled single-status affidavit (notarized in South Dakota), and an apostilled divorce decree if applicable.Civil registries abroad frequently enforce 90-day issuance windows; plan orders accordingly.

Adoption

Adoption dossiers typically include apostilled court orders, notarized medical and financial statements, employment letters, and apostilled vital records.For non-Hague countries, expect the two-step South Dakota authentication + consulate legalization route; sequencing and courier planning matter.

Dual Citizenship

Italian, Irish, Portuguese, Polish, and Spanish citizenship by descent usually requires multiple generations of South Dakota records—each apostilled—plus certified translations.Build the family chain first, then apostille in batches so issuance dates align and remain “fresh.”

Agriculture, Manufacturing & Finance

Cross-border supply contracts, distributor appointments, and KYC onboarding may call for apostilled corporate resolutions, POAs, quality/compliance attestations, and technical certifications.Banks abroad can require apostilled Good Standing/Existence certificates and officer identification affidavits before releasing funds.

Counties, Cities & Campuses Served

We serve all of South Dakota, including but not limited to:

• Counties (examples): Minnehaha, Pennington, Lincoln, Brown, Brookings, Codington, Davison, Yankton, Hughes, Lawrence, Meade, Beadle, Clay, Lake, Moody, Union, Lawrence, Butte, Custer.
• Cities/Towns: Sioux Falls, Rapid City, Aberdeen, Brookings, Watertown, Mitchell, Yankton, Pierre, Huron, Spearfish, Vermillion, Sturgis, Box Elder, Madison, Harrisburg, Brandon, Tea, Dell Rapids, Hot Springs, Lead–Deadwood.
• Universities & Colleges (examples): South Dakota State University, University of South Dakota, South Dakota Mines, Augustana University, Black Hills State University,Northern State University, Dakota State University, Mount Marty University, University of Sioux Falls, Oglala Lakota College, Presentation College (legacy records), Southeast Technical College, Lake Area Technical College.

Hague vs. Non-Hague Destinations

Hague countries accept an apostille; non-Hague countries require a South Dakota authentication plus consular legalization.The route influences translation sequencing and appointment lead times at consulates.

• Hague Countries (examples): Italy, Spain, France, Germany, Portugal, Netherlands, Ireland, United Kingdom, Poland, Mexico, Colombia, Brazil, Argentina, Japan, South Korea, Australia, New Zealand.
• Non-Hague Countries (examples): China, United Arab Emirates, Qatar, Vietnam, Egypt, Kuwait. These typically require South Dakota authentication followed by consulate legalization.

We handle both pathways and provide same-day scans immediately after the state step so you can schedule consulates or upload to portals while originals are in transit.

Timelines, Dependencies & Risks

DIY by Mail: Budget 4–6+ weeks, including mailing time, agency queues, and potential returns for corrections. If you have fixed travel dates, closings, start dates, or interviews,mail-in can be risky unless you begin early.

In-Person Filing: With full readiness, many South Dakota apostilles complete in 24 hours or less.Pre-checking certification types, seals, and notary language is the best defense against delays.

Federal Track (FBI): The U.S. Department of State apostille process is separate from South Dakota’s. Run state and federal tracks in parallel when timing is tight.

Translations & Consulates: Sworn translations and consular legalizations add time. Confirm whether translations follow the apostille or require a translator affidavit (notarized and then apostilled).

Mistakes to Avoid

• Sending federal documents to Pierre: FBI, IRS, USDA/FDA, and SSA letters must be apostilled by the U.S. Department of State—not by South Dakota.
• Submitting photocopies: Apostilles attach to certified copies or properly notarized originals—never to plain copies or scans.
• Incomplete notarization: Missing venue, incomplete certificate wording, no printed notary name, absent commission details, or missing stamp will trigger rejection.
• Opening sealed registrar packets: Don’t open them. If opened, obtain a new sealed packet from the school.
• Old vital records: If the recipient requires issuance within 60–90 days, order fresh copies before filing.
• Wrong translation order: Clarify whether translations come after the apostille or via a translator affidavit that itself is notarized and apostilled.
• Late starts: Embassy appointment backlogs and translation queues can add weeks. Start early or use expedited help.

Readiness Checklist

• Is the document state/local (South Dakota) or federal?
• Do you have a certified copy (vital/court) or a properly notarized original (affidavit/POA)?
• For school records, did the registrar prepare a sealed packet or provide a signed registrar letter?
• For corporate records, do you have state-certified copies or notarized resolutions/officer statements?
• Is your destination Hague (apostille) or non-Hague (authentication + consular legalization)?
• Does the recipient require a freshness window (often 60–90 days)?
• Do you need translations, and what is the proper sequence relative to the apostille?
• What is your deadline (visa interview, start date, closing, enrollment)?
• Will same-day scans let you begin downstream steps while originals ship?

FAQ

Who issues South Dakota apostilles?

The South Dakota Secretary of State — Notary & Apostille in Pierre issues apostilles and authentications for South Dakota documents.

Do I need a county pre-certification step?

Generally no. South Dakota authenticates state officials, court clerks, and notaries directly. Ensure your copy is properly certified or notarized in South Dakota.

Can South Dakota apostille my FBI background check?

No. FBI background checks are federal documents and must be apostilled by the U.S. Department of State in Washington, D.C.

How fast can South Dakota apostilles be completed?

Mail-in often takes 4–6+ weeks. With readiness and in-person filing, same-day or 24-hour results are frequently achievable.

Do apostilles expire?

An apostille does not expire, but many consulates, schools, and banks require recent issuance of both the record and the apostille (commonly within 60–90 days).

Is shipping required?

No. We provide same-day scans. U.S. shipping of originals is optional ($20); international shipping available by quote.

Can you handle non-Hague legalizations?

Yes. We manage the South Dakota authentication and coordinate consulate legalization, including guidance on translation order and acceptable formats.

What if my notarized document was signed in another state?

Each state apostilles its own documents. A North Dakota– or Minnesota–notarized affidavit must be apostilled in that state, not in South Dakota.

What if my name changed after my document was issued?

You may need apostilled supporting records (e.g., marriage certificate, name-change order) to connect identities for the recipient abroad.

Can I remove staples or add tabs?

No. Do not alter official packets. Removing staples, adding tabs, or highlighting can invalidate certifications.

Are you a government office?

No. We are experts in South Dakota and federal filings, but we are not a government agency.

Related Guides

• Birth Certificate Apostille
• Marriage Certificate Apostille
• Divorce Decree Apostille
• Death Certificate Apostille
• Academic Diplomas & Transcripts Apostille
• FBI Background Check Apostille (Federal)
• Power of Attorney & Notarized Documents Apostille

Disclaimer: Requirements and timelines reflect common practices of the South Dakota Secretary of State and the U.S. Department of State but may change without notice. Always verify destination-country preferences for issuance dates, translations, and consular steps.